f o r m a t i o n i n c h a p p l y s u r a g i n g elmis n a selection guide · 2019-07-05 ·...
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ELEC
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eLMIS SELECTION
GUIDE
WH
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?THE VALUE OF AN ELECTRONIC LOGISTICS MANAGEMENT INFORMATION SYSTEM (eLMIS) A well-designed, well-operated supply chain is critical to the success of any health system. To ensure essential health commodities are available to the right clients, when they need them, supply chain managers need to have visibility into all functions of the supply chain, such as procurement, warehousing, inventory, distribution, funding, and policy. Some functions can operate independently, which is why a strong logistics management information system (LMIS) is needed. A strong LMIS can ensure data visibility throughout each function, and essential logistics data can be communicated to supply chain managers for decisionmaking. Information is the engine that drives the logistics cycle; without information, the logistics system would not run smoothly.
As technology continues to evolve in public health systems within developing countries, managers are beginning to demand up-to-the-minute, accurate data, which helps them to manage product flow better for all levels within the system.
Many countries that are managing public health supply chains have adopted an open source eLMIS, which has no initial or recurring licensing fees and electronically collects, organizes, and presents logistics data that have been gathered across all levels of the system. As one of its most important functions, an eLMIS enables logisticians to quickly collect the data needed to make informed decisions, which ultimately improves customer service by minimizing losses and stock imbalances while moving public health commodities more efficiently to where they are needed most.
With the introduction of the eLMIS, program managers now have quicker access to aggregate and/ or specific data at their fingertips. With electronic reports, automated approval workflows, and email/ Short Message Service (SMS) notifications, processing time for requisitions can dramatically decrease. An eLMIS enables district health management teams to easily identify overstock and understock situations and then to redistribute stock to meet patient needs and reduce losses through commodity expiry. Additionally, data is visible to authorized users throughout the requisition/order process, allowing managers to pinpoint where supportive supervision may be necessary to assist their staff.
For program managers, policymakers, donors, and implementing partners, dashboards and detailed management reports streamline the aggregate nationwide raw data, making it easier to process for decisionmaking.
In this guide, you will find information about what it takes to be eLMIS ready, including profiles of three eLMIS applications developed by the USAID | DELIVER PROJECT; they are available for customized development to meet specific in-country needs. These three examples are a sample of possible eLMIS solutions; for additional options that may be available, see page 16 in the Contact Information section for contact details to request additional information.
eLMIS
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QUESTIONS TO ASK BEFORE SELECTING AN eLMIS APPLICATION. To implement any information technology (IT) application, strategic and comprehensive planning is necessary to ensure a smooth, successful deployment within budget.The following are important considerations before implementing an eLMIS application.
DO YOU ALREADY HAVE AN EFFECTIVE LMIS PROCESS IN PLACE? To effectively implement an eLMIS, stay within budget, and deploy within a reasonable time, select an eLMIS application that is based on an existing, effective LMIS currently in place in-country. Using a pre-existing LMIS—with the roles and responsibilities clearly defined and procedures generally followed—will help identify the functional requirements and the essential data elements that are currently being captured versus data that should be captured.
DO YOU HAVE ENOUGH TIME TO PROPERLY IMPLEMENT AN eLMIS? Smaller systems for smaller organizations may need one or two months; however, as the scale increases, the implementation may require six months to one year. Implement the eLMIS deliberately and carefully, department by department—i.e., procurement, warehousing, finance tracking, etc.—to ensure that each team has completely adjusted before moving to the next step.
DO YOU HAVE THE FINANCIAL RESOURCES? Cost will always be important. As an organization, you must justify any cost. More important than whether or not it is affordable, you need to know its value. In addition, if a budget has been set, this will allow for proper planning, accountability, and visibility into the progress of the eLMIS implementation, allowing for better control and management of budget, time, and resources.
DO YOU HAVE SENIOR LEADERSHIP BUY-IN AND SUPPORT? Do you have the buy-in of the senior leadership of your organization? Will they be champions for the project and follow through on important decisions? Can you depend on them? Do they have the authority to make institutional policy changes?
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Implementation of an eLMIS solution can cost several hundred thousand dollars or several millions depending on the level of development, number of sites, host country readiness, infrastructure, team capacity, etc. It is important to consider the cost of ownership, not only development, when calculating total cost of implementation.
CAN THE SYSTEM BE INTEGRATED/IS IT COMPATIBLE? Given the sensitive data and the multifunctional uses of various applications, you need to consider and determine how well a new piece of software can be integrated with the rest of your business or external systems. Is it compatible with your other software, or is extra work needed to make it compatible?
DO YOU HAVE THE APPROPRIATE STAFF? Your choice of eLMIS software also depends on your staff. If you have an in-house IT department, do they agree with your choice of software? Your IT staff will run, monitor, and keep the software working. If they are not comfortable with or able to adapt to your choice, you could face issues around end-user support and basic application maintenance.
CLOUD VERSUS CLIENT-SIDE STORAGE? Today, a general trend for many systems is to move to the cloud, whereby the application is operated and maintained by a third party and the application is accessible via the Internet. Whether this is beneficial or not depends on practicality, government policies, and availability of in-country resources. If the security of your information is a concern, for instance, you may want to trust and invest in your own secure servers. The advantage to using cloud storage is the flexibility of the storage space; cloud storage can also reduce expenses and the strain on resources required to monitor your own servers. Cloud services often come with automatic redundancy and well-defined policies on maintenance and security patching that your staff would otherwise need to be trained to do.
However, government policies on data ownership and how data can be stored often limit the options. Other considerations include in-country infrastructure—i.e., electricity and Internet connectivity—and in-country capacity to maintain local servers. Some countries may find it challenging to adequately staff their IT organizations with individuals who have the right skills.
DO YOU HAVE THE APPROPRIATE SUPPORT AND BACKUP? If something goes wrong, how well supported are you? All systems should have backup and a support plan as a mandatory practice. The level of support depends on the actual company behind the software. A reliable company offering proper support, potential patches, and other assistance is a wise investment. Also, consider the location of vendor support; for instance, is it important to have a local vendor? Do they need to be in the same time zone? What is the vendor’s policy on providing support? Can they provide local support, if necessary?
DO YOU HAVE THE POTENTIAL TO GROW? Finally, ask about the future growth potential for both you and the software. All the previous factors can be considered within this. If, in the short term, you expect to take on new activities and functions within the LMIS, you will need software that can accommodate, adapt, and expand with your business.
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FINANCIALMANAGEMENT
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Facilities Warehouse
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eLMIS
ARE YOU eLMIS READY?
vLMIS /cLMIS PAKISTAN: VACCINE/CONTRACEPTIVE
LOGISTICS MANAGEMENT INFORMATION SYSTEMS (vLMIS / cLMIS)
OVERVIEW
Since 2009, the USAID | DELIVER PROJECT in Pakistan has assisted the Government
of Pakistan (GOP) in strengthening their supply chain system. Toward that end, in 2010,
the project implemented a web-based LMIS and a warehouse management system
(WMS) in the Karachi Central Warehouse (CWH). The CWH received contraceptive
commodities and distributed them throughout the national supply chain. Using a phased
approach, more and more districts and stakeholders started reporting their logistics
data into the LMIS. With its success, in 2012, tuberculosis (TB) commodities were added
to the system; it was rolled out in March 2013. After TB commodities were included,
the contraceptive part of the LMIS became the contraceptive logistics management
information system (cLMIS); the TB commodities became the tuberculosis drugs
management information system (TB-DMIS).
After the measles outbreak in February 2013, the GOP asked U.S. Agency for Interna-
tional Development (USAID) to include vaccine products in the LMIS. A workshop was
held in Islamabad, Pakistan in June 2013 in which stakeholders from the following organi-
zations and groups participated:
� F ederal Expanded Programme on Immunization (EPI) cell of the Ministry of
National Health Services, Regulation and Coordination (MNHSRC)
� Prime Minister’ s Polio Monitoring and Coordination cell
� Provincial and regional departments of the health EPI units
� U .S. Agency for International Development (USAID)
� United Nations Childr en’s Fund (UNICEF)
� W orld Health Organization (WHO).
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At the workshop, participants discussed vaccine logistics-related topics including inven-
tory management practices, storage, distribution, supervision, human resource capacity,
and existing data collection mechanisms; strengths, weaknesses, challenges, and priori-
ties were also considered. After the workshop, using follow-on deliberations and final
reports, they developed a set of recommendations.
At this stage, the USAID | DELIVER PROJECT developed a detailed implementation
plan to strengthen the vaccine logistics system in Pakistan. The plan had two phases. In
the first phase, important modules—such as inventory management and consumption
reporting—were implemented; they went live in January 2014 on http://v.lmis.gov.pk/.
Approximately 2,000 LMIS operators completed orientation/training on the application
by June 2014.The second phase of the plan was implemented in September 2014 when
cold chain equipment management (CCEM), campaign management, and GS1* barcode
modules were included in the vaccine LMIS (vLMIS).The GS1 barcode implementation
pilot started in December 2014 and was successfully completed in the federal and
provincial districts and other selected districts.
SPECIFIC FEATURES/FUNCTIONS cLMIS
The cLMIS, an important part of Pakistan’s public health LMIS, manages all the
contraceptive and reproductive health commodities for the public and private sectors,
as well as the nongovernmental organizations. After the web-based cLMIS is introduced,
managers, logisticians, and donors have better visibility into the supply chain; they can
make better decisions to ensure that products reach the clients who need them.
The cLMIS enables authorized users at various locations to enter data and to access
cLMIS reports through a web browser. Reports include stock status reports, months
of stock reports, and other information necessary for the supply chain to function. By
improving the timeliness and quality of logistics data, the cLMIS effectively improves
decisionmaking for supply chain management. In January 2015, the cLMIS was scaled
up to the subdistrict level to accommodate the health facilities’ consumption data
reporting. The Public Welfare Department (PWD) in three provinces—Punjab, Khyber
Pakhtunkhwa, and Sindh—is currently reporting the data at the health facility level.
1 GS1 Pakistan is a not-for-profit partner of the USAID | DELIVER PROJECT that provided implementation services for barcoding in vLMIS and cLMIS.
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The vLMIS is also an important part of Pakistan’s public health LMIS. It handles all the
vaccine commodities for EPI Pakistan. The web-based vLMIS application has given man-
agers, logisticians, and donors better visibility into the supply chain through a multilevel
dashboard based on numerous key performance indicators (KPIs). It helps them make
better decisions to ensure that vaccines are available for the population at all supply
chain levels (the national, provincial, and district levels; tehsils (administrative divisions);
and union councils). The vLMIS enables authorized users at various locations to enter
data and access vLMIS reports through a web browser. Reports include stock status
reports, months of stock reports, wastage reports, cold chain capacity reports, and other
information critical for the functioning of the supply chain.
TECHNOLOGY
The vLMIS and cLMIS, which are web-based LMIS, were developed using open source
technology. The systems have central databases that bring all the logistics information
together, and they produce a variety of reports for different users.
� Operating system for servers: – Linux
– Microsoft Windows server
� Operating system for end users:
– Microsoft Windows XP/7/8x
� Browsers:
– Mozilla Firefox 2 and above
– Google Chrome
� Internet:
– minimum 512 kbps
� De velopment tools:
– PHP
– Zend Framework
– Javascript
– JQuery
– Fusion Charts
� Database:
– MySQL
BENEFITS
Logistics data and storage capacity have increased visibility. This means that managers
can make better decisions and strengthen supervision and monitoring, which will
improve the availability of commodities. Donors and stakeholders can access web-based
reports needed for informed decisionmaking about forecasting and procurement
planning. Federal and provincial staff can access stock status reports from districts
and service delivery points immediately after data entry. Warehouse and store managers
can access inventory and take corrective actions more efficiently.
vLMIS/c
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IS
The specific benefits of vLMIS include added transparency and visibility for stakeholders,
made possible by the automated system that tracks stock and inventory. Critical
information, such as batch number, expiry date, and VVM stage, is entered into the
application and this automated stock tracking has provided Pakistan with data visibility to
ensure efficient decisionmaking. The vLMIS also ensures effective use of cold chain assets
according to the standardized vaccine preservation requirements. Availability of cold
chain data within the vLMIS minimizes the factors affecting the vaccine wastage, as well
as cold chain breach.
There are many vertical health commodity distribution systems for various programs that
make overall logistics management at each level of the supply chain a very difficult task.
There are linkages among various stakeholders at the district, provincial, and national levels
for requisition, delivery, and storage of health commodities. Therefore, cLMIS ownership
by GOP helps to provide the stock status and data reporting to accommodate all
stakeholders (public and private), as well as the linkages. The uniformity and seamless
integration provided by cLMIS enhances the data visibility at all levels for contraceptive
commodities. Dashboards in cLMIS enable provincial and regional health and population
departments to see the contribution of the private sector in the respective geographical
areas. Critical information, such as batch number and expiry date, is entered into the
application; this automated stock tracking has provided the country of Pakistan with
data visibility to ensure efficient decisionmaking. Automated requisitioning is another
achievement for cLMIS which allows district level users from public and private sector
stakeholders to submit requisition requests to CWH, Karachi.
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ETHIOPIA: HEALTH COMMODITY MANAGEMENT INFORMATION SYSTEM (HCMIS)
OVERVIEW
The health commodity management information system (HCMIS) in Ethiopia is an open
source, custom software solution; it was developed in Ethiopia for the country’s health
commodity supply chain. First developed and deployed in 2009 to manage inventories
in health facility pharmaceutical stores (Facility Edition), it was adapted in 2010 for the
Pharmaceuticals Fund and Supply Agency (PFSA) to use in its network of distribution
hubs (Warehouse Edition).
Initially conceived as a WMS for PFSA, the warehouse edition has evolved with the
demands of the business. It now includes other processes, including sales, finance, and
replenishment; at PFSA’s central level, it includes pricing and pipeline monitoring. This
evolution, driven by a continuous cycle of new functions based on user needs, has
resulted in a robust enterprise-level software solution that delivers many of the features
found in costly commercial enterprise resource planning (ERP) applications. Additionally,
it is configured to feed financial data to the new accounting software—Peachtree—
which PFSA recently deployed.
The USAID | DELIVER PROJECT developed and implemented the HCMIS; a core
team of local programmers continues to support the system’s evolution, and the team
provides help desk services for user and administrator support. USAID has provided
most of the funding for the HCMIS; additional support from the Bill & Melinda Gates
Foundation helped the programmers adapt the system for vaccine management.
As of 2015, the HCMIS platform has been implemented in
� more than 500 health facilities
� the entire PFSA network of the central stores and 11 hubs
� central and 18 regional cold rooms for vaccines.
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SPECIFIC FEATURES/FUNCTIONS HCMIS WAREHOUSE
The two primary tasks in the hub are warehouse management and inventory control. The
warehouse management task manages the movement and storage of stock in the hub.
Overseeing and recording deliveries and pickups, maintaining inventory records, location
tracking, and controlling inventory levels are some of the crucial functions in the hub.
Inventory control is a major functionality at the facility stores. Paramount importance is
given to the receiving and issuing of pharmaceutical supplies, managing the movement of
items, and finding a specific item in the facilities.
The HCMIS Warehouse automates warehouse and cold room transactions from goods
receipt to issuing; additional features include location tracking and pricing and cold room
data and vaccine-specific features, such as volumetric analysis and vaccine vial monitoring.
The HCMIS includes web-based dashboards for managers, enabling them to visualize
data from all PFSA locations and generate reports on key operational and performance
indicators, including stock status, stock aging, demand, etc. These dashboards only display
reports; data cannot be entered through the web portal. Web access is also being deployed
to PFSA partners, including the Federal Ministry of Health.
HCMIS FACILITY
The HCMIS Facility contains the essential data required to manage and account for all
health commodities managed by facilities, including donated items and the commodities
purchased with the revolving drug fund (RDF). Analytical tools provide users and
managers with reports on cost, price only (value per batch to determine charge to the
patient), as well as value of inventory, expiries, and near expiries. The HCMIS Facility also
manages transactions for issuing commodities to dispensing units within the facility,
capturing consumption, stock balance, and losses and adjustments to calculate issue
quantity. All the data are aggregated into a single Report and Requisition Form (RRF)
that facilities can generate electronically and use to order from PFSA.
The HCMIS has not yet reached its full potential. HCMIS Facility, a desktop module, is not
linked in real-time to the HCMIS Warehouse, so real-time data visibility at the facility level
is a target for the future.This future state depends more on Internet access and reliability
than on any weakness in the HCMIS architecture, which was built in SQL.With Internet
access, facilities can email their RRFs to their designated PFSA hub, but the lack of enabling
laws for electronic signatures also results in duplicative efforts; to commit funds for RDF
commodities, emailed RRFs must be printed and signed, and they must be sent to PFSA
with payment.The lack of Internet infrastructure for linking the HCMIS Facility with PFSA’s
HCMIS Warehouse also makes updates to commodity lists and pricing harder and prevents
facilities from checking PFSA’s availability of items before ordering.
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TECHNOLOGY
The technology used in the HCMIS was selected after a careful deliberation of
various factors, including (1) availability of skilled and qualified developers/programmers,
(2) adoption and acceptance of technology in other sectors and the local IT job market,
and (3) cost-effectiveness of the technology expenditure requirements.
The HCMIS, a graphical application software, requires users to have a computer with
the right hardware and software components. Users must also have basic computer
skills and familiarity with graphical user interfaces (GUI). The HCMIS also requires
Microsoft .NET Framework 3.5 and Microsoft SQL server (later than 2005) to be
properly installed and configured.
The HCMIS is designed to be user-friendly, reliable, error free, and secure.Therefore,
it is appropriate for users with various backgrounds—ranging from those with limited
computing experience to advanced users and experts. In addition, the HCMIS codebase
is comprehensively commented, conventions are explained, and ambiguities are noted to
ease the task of maintenance for future developers.
� Operating system for servers:
– Microsoft Windows server
� Operating system for end users:
– Compatible virtually with all Windows Operating Systems (OS), later than Windows XP
� Browsers:
– Mozilla Firefox 2 and above
– Google Chrome
� Internet:
– Minimum 512 kbps
� Development tools:
– Visual Studio 2010+DevExpress
� Database:
– Microsoft SQL Server Express Edition
� Diagrams:
– Software Ideas Modeler 3.30
� Running environment:
– Net Framework 3.5
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BENEFITS
The HCMIS is helping health facilities to improve commodity management, data
visibility, and overall performance. Users with various backgrounds—ranging from
those with limited computing experience to advanced users and experts can use
HCMIS due to its user-friendly interface.
The HCMIS Warehouse has given managers the ability to oversee and record deliveries
and pickups, maintain inventory records, and track inventory location.They can use this
detailed information to best manage their inventory at all times.Web-based dashboards
enhance decisionmaking by adding the capability of visualizing the most updated data
from all PFSA locations then using data from stock status and demand reports to make
decisions about forecasting, resupply, and inventory management.
Since HCMIS Facility gives facility managers visibility to every health commodity in their
store, including donated items and the commodities purchased with the RDF, managers
can now provide stakeholders with instant information regarding all expiries, costs,
and inventory. Users and managers can react quicker to changes in inventory and make
more informed decisions about which products and how much of those products are
needed to bring any facility up to adequate stock quantities, reducing the number and
length of stockouts.
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OpenLMIS TANZANIA/ZAMBIA:
OPEN LOGISTICS MANAGEMENT INFORMATION SYSTEM (OpenLMIS)
OVERVIEW
Since 2006, the USAID | DELIVER PROJECT has supported the Governments of Tanzania
and Zambia by strengthening their public health supply chains. During this time, the
project identified similar challenges in both countries related to health commodity
reporting and requisitioning, order fulfillment, and data visibility in their public health
supply chains. In the fall of 2011, to address these challenges, Tanzania and Zambia
embarked on a collaborative journey to develop the business requirements for
management information systems that could meet their needs. As a result, and with
the recognition that both countries shared many of the same requirements, the Ministry
of Health of Zambia and the Ministry of Health and Social Welfare of Tanzania formed a
joint project to procure an eLMIS that could be deployed in both countries.
After an extensive landscape analysis found that no existing solution met the operational
needs of the two countries’ public health supply chains, the project initiated a multidonor,
multipartner initiative that leverages a number of investments from donors to support
a common vision of improving supply chain data and systems in developing countries.
As part of the OpenLMIS initiative, the countries shared their detailed software
requirements, which became the basis for the software development effort. In concert
with all partners working to support the vision of making this tool freely available to
other countries, the project created a state-of-the-art, full-featured, configurable, and
extensible open source eLMIS to meet the needs of health commodity supply chains
in low-income countries. Throughout the process, country ownership and stakeholder
engagement were of paramount importance. From the beginning, ministry stakeholders
were frequently consulted on the requirements for the software development.
The high-level design goals for the system were to (1) support real-time management
of all health commodities, from the point of origin to the point of delivery; (2) be able
to adapt to the unique requirements of each country; (3) be interoperable with other
medical information systems (e.g.,WMS, medical record systems, laboratory information
management systems, ERP systems, and health information management systems);
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and (4) facilitate data collection in low-infrastructure environments for review, aggregation, analysis, and forecasting.
SPECIFIC FEATURES/FUNCTIONS
In Tanzania, the eLMIS collects data from more than 6,000 service delivery points; in late
2015 and early 2016, it will expand to TB and vaccines to include all vertical public health
programs in the country. In Zambia, the eLMIS collects data from more than 2,000
service delivery points, including four vertical programs—essential medicines, ARV,
HIV testing, and lab—delivering services and commodities to public health facilities.
District staff enter data for the facilities if computers and reliable Internet access are
not available; however, where they are available—and at facilities that are not already
using the Facility Edition to automate data collection and transmission to the central
database—facility staff can use the web-based interface to enter report and requisition
data directly into the eLMIS.
The central-level, web-based eLMIS is integral to Tanzania’s and Zambia’s public health
supply chains.They interface with the ERP and WMS software used in each country,
respectively, to process orders for delivery by the Medical Stores Department (MSD)
in Tanzania and the Medical Stores Limited (MSL) in Zambia.
In addition to the web-based eLMIS deployed centrally in Zambia, an offline Facility
Edition was piloted and is being deployed to 319 high-volume service delivery points,
including major hospitals and large health centers. The Facility Edition automates stock
control cards and daily activity registers in these facilities, and it automatically compiles
and sends data via a web-based interface to the central eLMIS. The result is a reduced
data collection burden on health facility workers and simplified end-of-the-month
reporting and requisition process.
Central eLMIS and Facility Edition
� Multiprogram, multilevel reporting system
• Program-specific product and data collection forms configurable to match the current
LMIS paper forms now in place
� Product catalog included
� Application Program Interface (API) to share master data, such as facility lists and
product lists/codes with related systems
� Data sync between the Central eLMIS and Facility Editions
� Submission of stock data by the facilities
• Requisition and approval workflow
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Central eLMIS
• Orders are exported to ERP/WMS system for fulfillment
� Reporting:
– reporting rate
– non-reporting facilities
– summary report
– supply status by facility
– stock imbalance by facility
– stocked out
– district consumption comparison
– consumption average by product
– adjustment summary
– report and requisition feedback
– order and item fill rate
� Dashboards
• Email and SMS notifications/alerts
• Facility profile data and geographic information systems
� Laboratory logistics
� APIs to compare and contrast key data with health management information systems
(HMIS)
*Tanzania’s system includes additional features related to vaccine management and reporting
Facility Edition
• Stand-alone, offline-enabled Facility Edition
of eLMIS
� Automated stock control cards
� Automated Daily Activity Registers
� Hub and spoke multitier stock management
� Automated HIV testing and ARV dispensing
workflows
• Simplified report and requisition (R&R)
completion and electronic submission
TECHNOLOGY
The Central eLMIS/OpenLMIS is a web-based
LMIS that allows users to enter logistics data from
different physical locations through a web-based
interface.The system uses a central database to
bring all the logistics information together, and it
produces a variety of reports for different users
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based on their defined system roles. It has been designed to be scalable, configurable,
and secure, and it can be hosted on a government-controlled server or in a secure
cloud-based data center. The Facility Edition server can be installed on a desktop class
machine within a facility, with stand-alone devices used for data entry at each dispensing
point connected via wireless or Ethernet networks.
� Operating systems:
– Linux (Central Edition)
– Linux/Windows/Android (Facility Edition)
� Browsers:
– Internet Explorer 7 and above
– Mozilla Firefox 2 and above
– Google Chrome
� Programming Languages:
– Java Spring Framework (Central Edition)
– Java FX (Facility Edition)
� Database
– PostgreSQL
BENEFITS
For program managers, policymakers, donors, and implementing partners, dashboards
and detailed management reports help process the aggregate nationwide raw data for
decisionmaking.With automated calculations and data checks, arithmetic errors are
eliminated and data entry errors are significantly reduced.With electronic reports,
automated approval workflows, and email/SMS notifications to the next reviewer,
supply chain managers see significantly faster processing time where previously, issues
such as unreliable transportation and manual processes caused delays.Additionally, the
eLMIS provides district health management teams with the ability to easily identify
overstock and understock situations and redistribute stock to meet patient needs
and reduce losses through commodity expiry. Data are visible to authorized users
throughout the requisition/order process, allowing for managers to pinpoint where
supportive supervision may be necessary to assist their staff.
Ultimately, the health systems are reducing wastage through improvements to the
R&R processes and data visibility while also improving the availability of health
commodities at the service delivery points. The supply chain now works more
efficiently to provide essential health services to the people of Tanzania and Zambia.
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eLMIS TOOLS COMPARISON Note: This is a comprehensive list; however, we will focus on a high-level summation of the features/functions.
Characteristics TZM-eLMIS (C) HCMIS (W) PaK-eLMIS
Technical
Web access Yes Yes (Partial)[1] Yes Desktop application Yes—Facility Edition Yes No Offline access Yes—Facility Edition Yes Yes (Partial)[3]
Data collection strategy TZ- Data entry by facilities staff on paper forms.
Data entry clerks enter at central level.
ZM- Facility data entered electronically (if Facility
Edition site) or on paper forms. Data entry clerks enter
electronically at central level.
FE data (paper or electronic) are
entered by facility staff; data entry
clerks input at HE.
Data entered at facility level (paper or
electronic), aggregated and entered electronically at districts.
Real-time reporting No No Yes Inventory management No Yes Yes Data source Secondary—(Output of
paper-based system entered in e-LMIS)
Primarily—Part of workflow based
(Application use is a part of critical transactions)
Both secondary and primary inventory
management is part of the workflow.
Consumption reporting is based on paper system
Independent directory service No Yes No Unit of measures Count Any [2] Any Dashboard Yes Yes Yes Reports Yes Yes Yes
Inventory Management
Purchase order workflow No Yes No Print official purchase order (invoice) No Yes No Receipt workflow No Yes Yes Print official receipt invoices No Yes Yes Requisition, rationing, & approval workflow No Yes Yes Dispatch No Yes Yes Print pick list No Yes Yes, but online only Print dispatch invoice No Yes Yes, but online only Dispatch confirmation at physical stores No Yes Yes, but online only Losses and adjustments at physical central stores No Yes Yes Batch number tracking No Yes Yes Manages donated commodities No Yes Yes Manages RDF (Revolving Drug Fund) No Yes No Moving average costing No Yes No Pricing, margin, & overrides No Yes No Invoicing No Yes No Returns management No Yes No
Warehouse Management
Receipt workflow No Yes Yes Requisition processing No Yes Yes Requisition approval processes No Yes (decentralized to hubs) Yes On-spot analytics capabilities on approval No Yes Yes Batch tracking No Yes Yes In warehouse expiry tracking No Yes Yes First-to-expire, first-out (FEFO) No Yes Yes Pick list No Yes Yes Issue confirmations No Yes Yes Pick face management No Yes Yes Warehouse location types (cold chain, rack, shelf, controlled)
No Yes Yes
Batch tracking (in warehouse) No Yes Yes Batch tracking (to whom a certain batch
has been dispatched to) No Yes Yes
Cold Chain/Asset Management
Cold chain 2–8o C Yes No Yes Cold chain -20 o C Yes No Yes
14
eLMIS TOOLS COMPARISON
Characteristics TZM-eLMIS (C) HCMIS (W) PaK-eLMIS
Ice box and vaccine carrier Yes No Yes Ice packs Yes No Yes Power generators Yes No Yes Voltage stabilizers Yes No Yes Vehicles Yes No Yes Reports Yes No Yes Cold chain capacity calculation at 2–8o C Yes No Yes Cold chain capacity calculation -20 o C Yes No Yes Inventory reports Yes No Yes Storage reports Yes No Yes Assets reports Yes No Yes Cold chain graphs Yes No Yes Cold chain assets transfer Yes No Yes Cold chain assets status update Yes No Yes Cold chain assets searching Yes No Yes
GIS—Web Mapping Yes No Yes
Vaccination (Special Immunizations Activities) Campaigns Management
Campaign types No No Yes Campaign editions No No Yes Vaccine selection No No Yes Readiness reports No No Yes District level No No Yes Teams level No No Yes National indicators No No Yes Campaign days data Entry No No Yes Catchup days data entry No No Yes LQAS reports No No Yes Campaign reports No No Yes Catchup reports No No Yes Donated Commodity Management No No Yes Configurable program areas Yes Yes Yes Funding source management No Yes Yes
User and Roles
Supports access control by program area Yes Yes Yes Warehouse supported Yes Yes Yes User role by store No Yes Yes
Other Features
Capture report and requisition from facilities Yes Yes Yes Ability to view reports and requisitions Yes Yes Yes Approval procedures that include geographic structures (district, region, central, etc.)
Yes No Yes
Placing order after approval procedures Yes Yes Yes Proof of delivery at warehouse level Yes Yes Yes Proof of delivery at facilities No No Yes
Reports
Real-time current stock status No Yes Yes Stock status trend analysis Not Yet Yes Yes Consumption trend Not Yet Yes Yes Losses and adjustments Yes Yes Yes Aggregate consumption report Yes Yes Yes Order fill rate report Yes No No Reporting rate report Yes No Yes
Integration
Sends order Yes No No Receives shipment data Yes No No
Lab Logistics
Facility equipment inventory Yes No Yes Support contract management Yes No No Maintenance log. management Yes No Yes [1
] D
aily
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tions
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ing W
indo
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15
M<<<<<<<<<<<<<<<<<<<<<<
<<<<<<<<<<<<,,,,,,,,
WH
AT
’S N
EXT
POST-REQUISITES/ NEXT STEPS
POST-REQUISITES
As part of the launch process for your eLMIS application, either you or your selected
vendor will provide eLMIS application support to the end users for a brief period.
Your organization should evaluate support options at its disposal to assist with
providing this support moving forward. Some types of support mechanisms to consider
are the following:
� Email feedback: Consider providing your user community with a way to
submit feedback via email. Email provides a quick, easy way for them to use
a tool they know.
� Centralized feedback capture: Depending on the technical sophistication of your
organization, this could be as simple as a spreadsheet in a shared folder or as complex
as a portal available inside and outside the organization.
• Office hours and help desk dial-in:This is the most common support
mechanism because it offers regular office hours that give your users a
consistent support mechanism. Scheduling this time in advance will also
reassure users that they have a defined, future time when support resources will
be available to answer questions or address concerns.
CONTACT INFORMATION
� Based on these system descriptions, if you can adopt and develop one of the eLMIS
systems for your business or country and you would like more information, please
contact Ramy Guirguis, rguirguis@usaid.gov or Lindabeth Doby, ldoby@usaid.gov.
16
ACRONYMS API Application Program Interface CCEM cold chain equipment management cLMIS contraceptive Logistics Management Information System CWH Central Warehouse eLMIS electronic Logistics Management Information System EPI Expanded Programme on Immunization ERP Enterprise Resource Planning GIS Geographic Information System GOP Government of Pakistan GUI Graphical User Interface HCMIS Health Commodity Management Information System IT Information Technology KPI Key Performance Indicators LMIS Logistics Management Information System MIS Management Information System MNHSRC Ministry of National Health Services, Regulation and Coordination MSD Medical Stores Department MSL Medical Stores Limited OpenLMIS Open Logistics Management Information System PFSA Pharmaceuticals Fund and Supply Agency PWD Public Welfare Department RDF Revolving Drug Funds R&R Report and Requisition Form SQL [special purpose programming language] SMS Short Message Service TB Tuberculosis TB-DMIS Tuberculosis Drugs Management Information System TZM Tanzania/Zambia eLMIS UNICEF United Nations Children’s Fund USAID U.S.Agency for International Development vLMIS vaccine Logistics Management Information System WHO World Health Organization WMS Warehouse Management System
TOOLS AND RESOURCES Guidelines for Implementing Computerized Logistics Management Information Systems
(CLMIS), Second Edition Malawi: Business Case for an Electronic Logistics Management Information System Improving Pakistan’s Vaccine Supply Chain for Better Health Outcomes eLMIS:An implementation of OpenLMIS in Tanzania and Zambia Health Officials in Zambia Get Trained on New eLMIS to Foster Better Access to Medicines
Nationwide Improving Health Outcomes in Zambia Tanzania Celebrates the Launch of the eLMIS Charter and System, the Logistics Management
Unit Charter, and Guidelines for Donations Zambia: eLMIS Improves Data Management and Processing Time at Medical Stores Limited Improving Health Outcomes in Zambia and Tanzania through Technology Innovation
1616 Fort Myer Drive, 16th Floor Arlington,VA 22209 USA
The USAID | DELIVER PROJECT,Task Order 4, is funded by the U.S.Agency for International Development (USAID) under contract number GPO-I-00-06-00007-00, order number AID-OAA-TO-10-00064, beginning September 30, 2010.Task Order 4 is implemented by John Snow, Inc., in collaboration with PATH; Crown Agents Consultancy, Inc.; Eastern and Southern African Management Institute; FHI 360; Futures Institute for Development, LLC; LLamasoft, Inc;The Manoff Group, Inc.; Imperial Health Sciences; PRISMA; and VillageReach.The project improves essential health commodity supply chains by strengthening logistics management information systems, streamlining distribution systems, identifying fnancial resources for procurement and supply chain operation, and enhancing forecasting and procurement planning.The project encourages policymakers and donors to support logistics as a critical factor in the overall success of their healthcare mandates.
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